Alert when adding a new row

edited 12/09/19 in Smartsheet Basics



We have a sheet where we keep track of current statuses of our clients and this act as a mini project management tool for our clients. 


Each client is in a row and the stages are indented underneath. We would like to create an alert to notify specific persons everytime a new client is added, and this we have done it by setting up to send an alert when a new row with client name is added. Thus, since underneath the main row we keep repeating the client name, if the project will have 12 rows, we are receiving 12 notifications, while we require only one, for the parent row.


N.b. we are writing the name of the client in the children rows so when we send updates about a particular role we can write {{client name}}, thus if somehow we can pick up the parent cell, we shall be solving the problem, assuming..


How can we go around this please?


  • Paul Newcome
    Paul Newcome ✭✭✭✭✭✭

    There are a few different options. The easiest setup would be adding in an identifier column (I recommend a checkbox) that you can use to specify which rows are parents. You can then adjust your alerts to take into account whether or not that box is checked. 


    You can also automate this checking process by using something along the lines of


    =IF(COUNT(CHILDREN([Client Name]@row)) > 0, 1)


    This will check the box for all rows that have at least one child row a.k.a. Parent rows.

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭


    To add to Paul's advice. You could create an Automation Workflow with different condition paths that would alert the right person.

    Would that work?

    Can you describe your process in more detail and maybe share the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too,

    Have a fantastic day!


    Andrée Starå

    Workflow Consultant @ Get Done Consulting


    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: | | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.